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HomeMy WebLinkAbout2025-11-20 Fire Commission Minutes HAWAI`I FIRE COMMISSION REGULAR SESSION MINUTES NOVEMBER 20, 2025 COUNTY BUILDING, COUNCIL CHAMBERS 25 AUPUNI STREET, HILO, HI CALL TO ORDER AND ROLL CALL Chair Kosaki called the meeting to order at 9.00 a.m. Present: Gerald Kosaki, Chair Brian Cushnie, Commissioner Les Hanano, Commissioner Shon Magsalin, Commissioner Wesley Mattos, Commissioner Wayne Perrin Jr., Commissioner Rick Porter, Commissioner Absent: Steven Hirakami, Vice Chair Carlene Wolf, Commissioner A quorum was present. Also present: Kazuo Todd, Fire Chief Daniel Volpe, Deputy Fire Chief Nikol Lonokapu, Accountant IV Monica Louie, HR Program Specialist Lono Lindsey, Battalion Chief Justin Haley, Director of Operations Bradley Young, Battalion Chief Kili Kanae, Battalion Chief Ian Chadwick, Assistant Chief Roy Henderson, Battalion Chief Matthew Komata, Battalion Chief Aaron Buyuan, Chief Fire Mechanic Stacy Domingo, Battalion Chief Chris Cerrone, Technical Services Analyst Chris Sloman, Fire Safety Specialist Cameron Takamura, Deputy Corporation Counsel Charisse Correa, Fire Commission Secretary PUBLIC STATEMENTS ON AGENDA ITEMS There were none. Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 2 CHAIR'S OPENING REMARKS Chair Kosaki introduced DCC Cameron Takamura as the commission's new legal counsel. APPROVAL OF MINUTES The minutes from the October 23, 2025, regular session were approved unanimously following a motion by Commissioner Perrin and a second by Commissioner Cushnie FIRE CHIEF'S REPORT Chief Todd introduced a new semi-annual reporting format, bringing section leads to present their respective data, to provide leadership training, and to allow the Commission to meet the administrative staff. A detailed Fire Chief's Report is on file. Chief Todd reported that a review of current policies, procedures, and agreements (MOUs, MOAs, and MAAs) was completed. He stated that 59% of the department's documents are currently updated and in the desired status, noting this was expected due to the transition from legacy rules and regulations dating back to the 1980s and decades of supplemental memos. A master list has been established, and 59% of the documents are presently available and updated. Chief Todd turned the reporting process for fiscal over to Ms. Lonokapu. • Fiscal: Nicole Lonokapu, Accountant IV and lead accountant for HFD, introduced her accounting team and explained that they are responsible for all financial activities within the department and for preparing the financial reports presented to the Commission. She briefly described their roles and thanked them for their hard work. Ms. Lonokapu reported that the financial report is currently blank due to the department's transition to a new, county-wide financial system, which has temporarily limited access to financial reporting. She stated that access to reports is expected sometime next month. Despite the reporting delay, she noted that the department's budget is approximately $76 million and that they are managing within available resources, and she confirmed that the department is not overspent at this time. • Human Resources: HR Program Specialist Monica Louie reported that Human Resources is also transitioning to the new CoHnect system and anticipates related challenges. She stated that the system is currently being used to track personnel action reports and step movements; however, the department has approximately one month to determine how to track these items manually for the foreseeable future. Ms. Louie noted that the department has been busy with hiring this year and has developed several metrics to better assess program performance and establish accountability moving forward. Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 3 • Emergency Operations: Deputy Chief Volpe reported that reporting on OCE equipment requires manual data collection, though salaries and wages data is generally accurate. He noted that as of October, 54% of the salaries and wages budget had been expended, which is higher than expected for that point in the fiscal year. Contributing factors include extended wildfire incidents, including a nearly six-week fire and an additional approximately 10-day fire along Mana Road. Chief Todd explained that the Emergency Operations report reflects 54% expended, with approximately 38% of the fiscal year completed primarily due to COVID-related temporary hazard pay. He stated that this large, unbudgeted lump-sum payment distorts expenditure percentages and will continue to skew the report for the remainder of the year. Once reimbursement is received from and appropriations are adjusted, the figures are expected to align by the end of the year. Chair Kosaki suggested separating salaries and wages from temporary hazard pay in future reports. Chief Todd responded that this is the goal, though the process is currently manual, hazard pay calculations were performed by a third party, and payroll adjustments were handled externally. Deputy Chief Volpe also reported on assigned training completed, daily vehicle checks, tracking data, and average turnout and response times. He noted that the report reflected two acres burned in October; however, this figure will increase with finalized data, with the Mana Road fire totaling approximately 2,100 acres and the Ka`ala fire approximately 560 acres. • Total Calls (Calendar Year 2025): Estimated for the year is 30,841. The monthly number in the report might not be accurate. • Special Operations: Battalion Chief Lono Lindsey introduced Justin Haley, Director of Operations for the department's aviation component. BC Lindsey reported on program objectives, stating that the focus is on maintaining aircraft operational readiness to ensure the department's ability to respond to emergency calls. He noted that he is in the process of reviewing and updating standard operating guidelines and procedures (SOGs and SOPs), working with the union to complete review and approval, acknowledging that the process takes time. BC Lindsey also reported that the department is coordinating with the Department of Health to schedule HazTech training classes in early April and July, intending to train 40 technicians by 2026. He reviewed proficiency training Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 4 hours reflected in the report and summarized recent incidents, including a hazmat response in Kailua involving a suspicious substance later identified as methamphetamine and turned over to the Police Department, and a response by Company 4 to a reported chemical odor. He further reported that Station 7 conducted bailout training with Chopper 2, and Company 2 conducted multiple rescue operations, including assisting a distressed swimmer from rocks to the shoreline and extricating a patient who fell from a cliff via long-line to an ambulance for transport. Further discussion followed regarding the tracking of training and certifications, including rescue diving, swift water rescue, and confined space training. • Ocean Safety Branch: Battalion Chief Bradley Young reported that the Ocean Safety adjusted appropriation is $3.9 million, with expenditures currently at 49%, slightly above the targeted 38%. He reviewed program metrics, noting that the division is entering its busy season and anticipates increased activity through the winter months. Recent activity included 280 preventative actions, 215 minor medical aids, five major medical aids and transports, and 55 rescues. They are working on an in-house rescue watercraft training program and have completed its solicitation process, resulting in 10 candidates scheduled to participate in the rescue watercraft operator exam on the 21st. Following the exam, candidates will undergo a physical assessment, with training tentatively projected to begin in February. In response to questions from Chair Kosaki and Commissioner Mattos regarding the February start date, BC Young explained that onboarding new hires is necessary to fill vacancies before pulling trainees off the line. Due to current staffing shortages, only approximately 75% of towers are open, and filling vacancies using the existing WSO I list is the priority to maintain public and staff safety. Further discussion addressed the training timeline, staffing challenges, and difficulty securing training venues. Commissioner Magsalin inquired about the Ocean Safety physical assessment requirements, and BC Young explained the process and standards. BC Young also reported that Captain Kodani was hired as the new East Hawaii Ocean Safety Captain, effective October 16. He noted that WSO Daniel Coakley was inducted into the Hawaii Swimming Hall of Fame. BC Young attended the United States Lifesaving Association Board of Directors meeting. He further Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 5 noted that for the first time, Hawaii has four Ocean Safety Chiefs, one from each county, resulting in four delegate votes. • Emergency Medical Services (EMS) Branch: Battalion Chief Kili Kanae reported on EMS operations, noting that equipment shows 100% expended due to prior-year state funding for ambulance purchases. He reviewed ROSC (return of spontaneous circulation) rates, explaining their significance in critical calls and noting improved outcomes despite rural response and transport challenges, as well as reporting on ALS and BLS transports. He discussed ongoing staffing shortages reflected in overtime costs and described initiatives and training efforts to improve staffing, emphasizing that critical call reviews remain the branch's highest priority. He reported that ambulance funding and fleet readiness are stable, with vehicles well maintained. Program highlights included state funding approval for Makalei Ambulance service, which will proceed to County Council for a budget amendment before positions can be established and service initiated. He also reported that all EMT-P and EMT-A personnel completed ACLS and PALS recertifications, EMS provided medical standby for Ironman, Pulsara's "Band and Scan" system was used for event triage, and the EMS Shopify store recorded 63 orders totaling approximately $35,000 in October. He confirmed that district boundary adjustments for Makalei are under review, with meetings held and call data analyzed. • Training Service Branch: Assistant Chief Ian Chadwick reported on behalf of Chief Springer, who was attending officer development training on Maui and sent his regrets. He stated that current objectives are focused on recruit and incumbent training, including maintaining certifications, driver training, and other required qualifications, as well as new initiatives such as the grant-funded "Calm the Chaos" program and engine company operations. He reported that the current recruit class is anticipated to graduate in spring 2026. Program highlights included the 54th recruit class completing training in vehicle extrication, rope rescue, engine and truck company operations, and hazardous materials. He reported on the "Calm the Chaos" train-the-trainer program, fire dynamics training, and other firefighting techniques. • Volunteer Training Section: Chief Todd reported that salaries and wages appear to be below the target, though he is unsure whether the data is accurate. There were no new volunteer additions and no grant applications submitted in October. The department continues to expend funds under the VFA Grant, with the current grant approximately 90% spent and a new VFA grant moving through fiscal for procurement. Chief Todd also reported that volunteer online training compliance remains low at approximately 45%, and the goal of having at least one spare qualified driver per volunteer station has not yet been met. Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 6 • Fire Prevention Section: Battalion Chief Roy Henderson reported that some Fire Prevention data is currently unavailable and explained factors affecting current reporting. He stated that the section's budget is approximately 51% expended and noted that Fire Prevention is now fully staffed, which has historically been a challenge. Salaries and wages were slightly over budget due to a retiree comp-time cash out impacting overtime, and hazard pay payouts will be reflected in the next reporting period. BC Henderson explained that a new records management system has been implemented to better track inspections, replacing the process that lacked reporting capability. The new system includes a property and business build-out, allowing inspection data to be captured by district and location. He noted that building a comprehensive database of properties island-wide will take time. He also reported efforts to track plan reviews through the EPIC system and to streamline public education requests using a new online submission and tracking process. BC Henderson highlighted the use of donated drones to support land mapping and wildfire operations, including infrared hotspot identification, fire perimeter mapping, and real-time information sharing with the EOC. He noted these tools improve efficiency, situational awareness, and coordination during incidents. Further discussion included potential future use of water-based drone systems, which are currently in the testing phase. • Auxiliary Services Branch: Battalion Chief Matthew Komata reported they are developing metrics to measure warehouse efficiency, primarily tracking how quickly equipment orders are fulfilled. In October, 130 orders were processed, with a fiscal year-to-date total of 503. He noted that the reported dollar amounts appear inconsistent due to differences in data collection and may be corrected. He explained that warehouse inventory includes multiple variants of products, ranging from small items like pens to larger equipment like hoses and shovels, and that maintaining adequate stock for all stations is a priority. He also reported on a new Fire Maintenance Worker position, which was recently filled and is successfully addressing repairs, installations, and general maintenance tasks. • Vehicle Maintenance Section: Chief Mechanic Aaron Buyuan provided an overview of the department's mechanic shop, noting significant improvements over the past few years. Previously, vehicle shortages and aging equipment left the island with only one spare ambulance, but now the department has seven spare engines and ambulances. His team consists of five mechanics and one storekeeper responsible for maintaining vehicles across the entire island. This Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 7 year, 23 new vehicles were added, and efforts continue to maintain the fleet in line with Chief Todd's vehicle replacement plan. BC Buyuan reported that the budget is approximately 45- 46.5% expended, though the figures may be inaccurate. He is implementing a work order system using Fireworks/EPR to track repairs, service calls, and contracted work, which will help assess whether older apparatus should be replaced. Discussion also included plans to establish a remote mechanic presence on the West side of the island, potentially in collaboration with Mass Transit, to improve repair coverage. • Communications: Battalion Chief Stacy Domingo reported on the Communications section, noting that hazard pay payouts to HGEA members are included in the percent used, though overall spending is lower due to vacancies. She explained that four new Fire Captain positions were recently filled: Captain Kevin Kaneshiro, Chaz Taketa, and Nathan Wilson, with the goal of establishing an accredited dispatch center, providing leadership, operational support, and reducing decision-making fatigue for field personnel. BC Domingo described enhancements to the dispatcher training program, including hands-on mentorship, classroom instruction, EMIR and EMD certification preparation, operational speakers, and Hawaiian language training to improve street name recognition. She clarified that firefighters in dispatch supplement, not replace, HGEA members. • Technical Services: Chief Todd provided a recap and summary of each section in the Fire Chief's Report. He reported that the new Neris system will improve data access within six months, with ongoing national adoption. He noted technical upgrades, including Windows 10 updates, email migration to the cloud, and pilot projects such as MioVision (GPS-based traffic light control) and Starlink connectivity for Medic 10. Chief Todd also introduced Chris Cerrone, Fire Technical Services Analyst. • Safety Program: Fire Safety Specialist Chris Sloman reported on the respiratory protection program. Testing confirmed no contamination or particulates; the only issue was slightly elevated moisture levels. Moisture measured 71 parts per million, marginally above the OSHA compliance standard of 67 parts per million. Discussion included sample testing, compressor and generator maintenance, exposure reporting, and the reporting process. Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 8 • Other Department Activities: Chief Todd reported on recent department and county activities, including the 57th Annual Employee Recognition Awards on October 2 at Aunty Sally's, where Ericksen Kohatsu, Fire/EMS Specialist II, was nominated for Employee of the Year. The department hosted a volleyball tournament on October 25, inviting county, state, and federal fire departments, and held the fall HFD camping trip at Ke`ei Bay. He also recognized Battalion Chief Melanie Keolanui for speaking at the Wahine Forum in Honolulu. Chief Todd encouraged following HFD social media for updates on firefighter recruit advertisements, Fire Prevention Week, and other department activities. Chair Kosaki asked if there was any public testimony on the fire chief's report. There was none. (Recess was called at 11.35 a.m. and the meeting reconvened at 11.45 a.m.) UNFINISHED BUSINESS Rescue Watercraft Operator Training Program: Chair Kosaki noted that the topic had been covered and invited any questions; none were raised. Consideration of Forming a Permitted Interaction Group (PIG) - Fire Chief Evaluation Survey: The Commission discussed the potential formation of a PIG pursuant to HRS § 92-2.5(b)(1) to investigate issues related to the use of an internal employee survey. Chair Kosaki reported meeting with Finance Director Diane Nakagawa, who clarified that the Fire Commission does not have budgeted funds for the survey; funding would need to come from the Fire Department. The department can begin the vendor bidding process, but allocation of funds is required. The Commission's budget is limited to meals and mileage. DCC Takamura asked whether forming a PIG was still necessary. After discussion, the Commission agreed that a PIG was not needed. The discussion included who would prepare the RFP, the bidding process, and whether the process could wait until the end of the fiscal year. It was noted that the PIG, if formed, would consist of 2-4 commissioners (less than a quorum) to handle tasks such as determining funding and the RFP process, and report back for Commission decisions. Commissioner Cushnie asked about RFP preparation and vendor selection. Chief Todd explained that the Commission would define survey objectives, and Finance would prepare and submit the RFP electronically; responses would then be ranked by the Commission or the PIG. The Commission decided it would be simpler for one person, Chair Kosaki gather the necessary information and report back at the next meeting. He will seek answers from Finance. Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 9 Commissioner Cushnie moved that Chair Kosaki obtain the information from Finance and report back at the next meeting. Commissioner Hanano seconded the motion. With no further discussion, the motion carried with six in favor and one opposed (Commissioner Magsalin). Status of the Fire Commission Secretary: Chair Kosaki reported that the Fire Commission had previously sent a letter to the Mayor regarding the secretary position, but had not received a response. On October 30, he received correspondence from the Police Commission noting that the secretary is the sole staff member for both commissions with no backup and recommending that administrative support to the Fire Commission be discontinued. Chair Kosaki discussed the matter with the Managing Director and Mayor, who stated that personnel assignments remain under the administration's authority. The secretary will continue serving both commissions, as any change would require a position description revision and administrative approval. DCC Takamura noted that this issue is also related to New Business, Correspondence No. 25-03. Chair Kosaki acknowledged the high workload on the secretary, particularly given the Police Commission's search for a new chief, and expressed hope that additional support can be provided soon. Commissioner Magsalin inquired about adding a Fire Commission Secretary to the department's budget. Chair Kosaki stated that no budget currently exists for this position. Chief Todd added that any changes to the position would be handled internally by the Mayor's office, and at present, the secretary's duties remain status quo. EXECUTIVE SESSION (CLOSED TO THE PUBLIC) Commissioner Perrin moved to go into executive session to consider the charges against officers or employees of the Fire Department, where matters affecting privacy will be involved, and to consult with the commission's attorney on questions and issues pertaining to the commission's powers, duties, privileges, immunities, and liabilities, pursuant to HRS §§ 92-4, 92-5(a)(2), (a)(4), and CCH § 13-20(b) as they pertain to agenda items a(1) and a(2) as executive session items. Seconded by Commissioner Cushnie, with no discussion, the motion carried unanimously, executive session convened at 12.35 p.m. Motion to reconvene open session made by Commissioner Cushnie, seconded by Commissioner Perrin, with no discussion, and it carried unanimously. The regular session reconvened at 1.19 p.m. ACTION ON EXECUTIVE SESSION MATTERS • Complaint No. HCFC 25-01: Complainant alleges violations of the County of Hawaii's Code of Ethics' "Fair Treatment Provision" and cites the Rules and Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 10 Regulations of the Hawai'i Fire Commission, Rule 8(B) as it pertains to standard of conduct, performance of duty, and obedience to laws, written orders, and policies, relating to the Fire Department's procedure for receiving and processing court- ordered subpoenas for employees. Commissioner Cushnie moved not to hear the complaint pursuant to Rule 9(a)(3)(4), noting that it does not involve an element of misconduct and is outside the Commission's jurisdiction. Commissioner Hanano seconded the motion. With no further discussion, the motion carried unanimously. • Correspondence No. 25-04: Allegations of procurement rules, misuse of overtime, ethics code violations, and submitting misleading statements. Commissioner Hanano moved to defer the matter to allow review of the investigative report. Commissioner Porter seconded the motion. With no further discussion, the motion carried unanimously. Arrangements will be made with Ms. Correa and DCC Takamura to schedule time for the Commission to review the report. Ms. Correa will email Commissioners to coordinate the review session. EXECUTIVE SESSION REPORT DCC Takamura reported that, as required, he provides a summary following each executive session. Items Al and A2 were discussed pursuant to HRS. • Item Al, the discussion is not subject to disclosure as it would defeat the purpose of the executive session. The Commission moved not to hear the complaint in open session and voted accordingly; no final action occurred in executive session. • Item A2, the discussion is also not subject to disclosure, as release would frustrate the purpose of the executive session. The Commission voted in open session to continue the item, and no final action took place during the executive session. AGENDA ITEMS FOR THE NEXT MEETING The rescue watercraft program will be removed as a standalone agenda item, but Chair Kosaki requested it remain included in the Chief's Report. Chief Todd noted he will not be present at the next meeting; Deputy Chief Volpe will attend in his place. Chair Kosaki indicated he is also unavailable on the originally scheduled date and requested moving the meeting to December 18. The Commission agreed. Ms. Correa noted she has a Police Commission meeting on December 19, but will check venue availability and email the Commission. If the venue is unavailable and a quorum cannot be met on the original date, the meeting will be canceled. She also noted that the December meeting requires a vote for a new Chair and Vice Chair for the following year, per Fire Commission rules. Hawaii Fire Commission Regular Session Minutes November 20, 2025 Page 11 Commissioner Porter moved to reschedule the meeting from December 11 to December 18, pending venue availability in Kona. Commissioner Hanano seconded the motion. With no discussion, the motion carried unanimously. ANNOUNCEMENTS DCC Takamura noted for the record that no members of the public were present during the meeting. ADJOURNMENT The meeting adjourned at 1.30 p.m. SUBMITTED BY: CHARISSE CORREA, SECRETARY APPROVED BY: GERALD KOSAKI, CHAIR